If you're new to exhibiting, the price of the booth space is only the beginning. What surprises most first-time exhibitors isn’t the design, or even the booth itself—it’s the long list of required show services and venue fees that quietly stack up along the way.
Trade shows can be powerful revenue drivers, but only if you understand what you’re actually paying for. Here are the hidden costs most new exhibitors don’t see coming—and how to plan for them so your budget is accurate from the start.
Material Handling (Drayage)
Drayage is the fee charged to move your freight from the loading dock to your booth space. It’s not shipping. It’s not labor. It’s simply the cost to move your crates a few hundred feet.
Drayage is usually calculated by weight and rounded up to the next 100 pounds. Rates vary widely by venue, union rules, and show contractors. Many exhibitors have no idea this cost exists until they see the invoice.
Tip: Use lighter materials, combine shipments, and avoid unnecessary crates when possible.
Electrical Power and Distribution
Most exhibitors plan for lighting or monitors but forget about the labor required to install power. You’ll pay separately for:
Even placing a single outlet under flooring carries fees. The more complex your booth, the higher this cost climbs.
Rigging and Hanging Signs
Island exhibitors often underestimate rigging and hanging signs. You’ll pay for:
Some venues require advance scheduling, and missing the deadline can double or triple the rate. Hanging signs elevate your presence, but they come with significant labor costs.
Install and Dismantle (I&D)
I&D labor varies by city, union rules, and booth complexity. If your booth requires carpentry or specialty skills, expect higher hourly rates. Overtime, double-time, and minimum-hour requirements can quickly inflate your labor bill.
Tip: Modular systems and rentals typically reduce I&D costs substantially.
Shipping and Return Shipping
Shipping isn’t a one-way cost. You’ll pay to send materials to the advance warehouse or show site and again to return them. If your crates aren’t ready when the show closes, you may incur forced freight fees.
This is one of the most common and painful surprises for new exhibitors.
Material Handling at the Warehouse
If you ship to the advance warehouse, there’s a fee for receiving, storing, and delivering your freight to the venue. This is separate from standard drayage and often overlooked.
Cleaning and Carpet Padding
Vacuuming a booth each morning costs extra. If the show-provided aisle vacuuming doesn’t cover your space, you’ll be billed for booth cleaning—especially in high-traffic areas.
Carpet padding is another unexpected cost. It’s optional, but most exhibitors add it for comfort and visual quality. Your attendees will notice if you skipped this.
Internet and Lead Retrieval
Wi-Fi at convention centers is notoriously expensive. Hardline internet is even more. Lead retrieval devices, badge scanners, or app licenses also add to your total.
Digital tools are essential, but they’re rarely included in your booth package.
Fun Fact: Y Exhibits can often save you thousands of dollars using our internet package!
Furniture, Monitors, and Rentals
Purchasing and shipping your own furniture isn’t always cheaper. Many exhibitors end up renting seating, counters, refrigerators, or monitors. These costs vary widely show-to-show and are rarely accounted for early on.
Last-Minute Edits and Rush Fees
Graphic reprints, overnight shipping, last-minute labor requests, and missed deadlines can multiply your costs. Inexperienced exhibitors often underestimate timelines, which leads to expensive rush charges.
Staff Expenses
Travel, lodging, transportation, meals, and per-diem allocations add up quickly. Cities like Las Vegas, Chicago, and New York can squeeze even generous budgets.
Post-Show Storage
If your booth is going straight into storage, there are additional receiving, inventory, and warehousing fees. Asset management is often overlooked until after the show is over. Don't cut corners here. Your booth is an asset that needs cared for. Luckily Y Exhibits has strategic storage across North America and some of the best rates around!
HOW TO AVOID UNEXPECTED TRADE SHOW COSTS
Most hidden costs become predictable once you’ve been through a few shows. But if you’re new, working with an experienced exhibit house can save thousands—and prevent stress you don’t need.